How To Plan A Photo Shoot For eLearning

Organizing and managing a successful photo shoot for eLearning is more complicated than you might think. You have to organize by location, have the right props on hand, keep things moving at a steady pace and be empathetic to the needs of everyone involved.

If you’re planning your first photo shoot or if you want to smooth out the wrinkles in your current approach, here is the method I recommend. But first, are you sure you need custom photos?

When do you need custom photos?

If you’re like me, you may not always have time for a custom photo shoot. You might resort to stock photos with less than ideal results. Some possible uses for custom photos include:

When visualizing a scenario that takes place in a unique environment

When you need an actor or model to wear clothing or a uniform specific to the scenario

(Note: Before you take the time to plan and carry out a photo shoot, you may want to check the wide array of people cut-outs and backgrounds from my friends at eLearning Art and the eLearning Brothers, just in case they have what you need.)

Advantages of Planning a Photo Shoot

Regardless of whether you hire a photographer or shoot the photos yourself, you’ll find that thorough planning of a photo shoot for eLearning will save you time and money. It makes the process efficient, reduces stress, and provides a more professional end product.

For me, the main advantage is that nothing slips through the cracks. With a solid plan I never startle awake in the middle of the night remembering the shot I forgot to take. I startle awake about other things.

The Planning Process

The process of planning a photo shoot for eLearning is very similar to planning a video shoot, but it’s easier. You don’t have to worry about audio, though I do include a script in a second column if there’s acting involved. Here’s the way I do it.

1. Create the Shot List

Go through your eLearning storyboard or script and list the details of every shot you need in a separate document. Here are the types of details that are important:

Corresponding script to be read by voice over talent (reading it aloud can help the model and photographer understand the goal)

2. Group the shots by location or scene.

If the model will need different clothing, then make those shots a subgroup. Just like shooting a video, photos are typically not taken in the order they will appear in a course.

Then organize the order in which each scene will be shot. Use a logical reason for the order, such as the locations are close together or one location has the most complex shots and you want to get those done early.

3. Create a Prop List

As you’re writing the shot list, tease out the props you’ll need for each scene and track them in a prop list. Props can be things like books on a desk, photos on a dresser or a gym bag in the hand of a person walking. Props make photos more realistic if you’re simulating an event.

4. Create Your Schedule

Create a schedule estimating the time it should take to complete shots at each location. This will help you stay on track. Ask the photographer how much set up time he or she will need and account for that in the schedule. Include time for meals and breaks.

5. Get Permissions

Assuming you have already scouted out the locations, find out who is in charge and get permission to shoot photos there. Have alternatives in mind if it doesn’t work out.

Print copies of model release forms and ask each person who will appear in a photo to sign one. These state that you have the rights to the photos, preventing any potential legal issues. You can find these online or get an approved one from your legal department.

I like to have model release forms on hand for those spontaneous moments when someone else might become part of the shoot. At a recent photo shoot in a hospital waiting room, the receptionist agreed to be in several photos. I simply had her sign the release form prior to taking the shots.

6. Communicate with your Talent and Photographer

Start out by letting the photographer and model or actor the instructional purpose of the shoot and your goals. Giving them context will help them do the best job they can.

Tell the models or actors how they need to dress.

Provide the shot list to the photographer and each participant ahead of time. Take time to review the list with them beforehand or the day of the shoot.

7. Be Creative and Flexible

When things are well-planned, you can focus on the creative aspect of the shoot. Perhaps there’s a subtler way to get at the emotion you’re trying to express. Maybe a tilt of the camera or moody lighting will communicate your message.

It’s nearly impossible to visualize everything ahead of time. So stay flexible and let the photographer and model get into the flow. They usually have good suggestions. For example, the photographer may request going to a nearby location for a scene because it will have better lighting. If you stay open to good yet practical ideas, you’ll get great photos.

Shot List Example

Here’s a short example of a shot list from a recent photo shoot I planned for an eLearning course. Because it involved acting for a scenario, I included the script, even though at times, it was out of order.

Good luck with your next photo shoot!

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